Learn how to configure working patterns for employees with both a primary and secondary role. Follow one of two options to accurately track absences in hours without double-counting the number of days taken.
Option #1
If an employee has two appointments, of which one is their main appointment with regular hours, and the other is a variable role where there are no guaranteed hours, the employee should have two distinct working patterns, one for each appointment.
On the first appointment, their main role, the working pattern should be a true representation of the days and hours they work. For example, if they work Monday to Friday, this should be represented on the working pattern assigned to their main role.
On the second appointment, their secondary role, the working pattern should be of a zero hours nature. Effectively, this means that the working pattern should be configured to be 0.00 hours and days, and all of the days set up within the working pattern should be set to non work day.
This means that when they book a holiday or have sickness entered against them, only their main role will be counted in the statistics, and the second role will be counted as 0.00 days and hours.
Option #2
If an employee has two appointments, of which one is their main appointment with regular hours, and the other is an additional role taken for just a few hours on top of their primary role, the employee should have two distinct working patterns, one for each appointment.
On the non-primary role (aka, the second working pattern), you can set up working schedules that are tailored specifically to that employee. In the working pattern schedules, set the hours on the details form to be an accurate representation of how many hours they work.
However, within the Periods tab of that schedule, ensure that the days value across all periods adds up to 0.00.
This will make it so that when an employee books in an absence, you will be able to see how many hours they had off, but it will not cause the number of days they were off to be doubled.
For example, let's say we have the following.
Primary role, Working Pattern 1;
Monday - 09:00 - 15:00
Tuesday - 09:00 - 15:00
Wednesday - 09:00 - 15:00
Thursday - 09:00 - 15:00
Friday - 09:00 - 15:00
Saturday - Non Work Day
Sunday- Non Work Day
Secondary role, Working Pattern 2;
Monday - Non Work Day
Tuesday - 15:00 - 17:00
Wednesday - Non Work Day
Thursday - Non Work Day
Friday - 15:00 - 17:00
Saturday - Non Work Day
Sunday- Non Work Day
On the secondary role (Working Pattern 2), we can set the Working Schedules named 15:00 - 17:00 to count as 0.00 days, but still retain their 2-hour values.
We do this within the working schedules themselves (Employees, Pattern, Working Schedules) in the Periods Tab. By setting the days to 0.00 in this tab, when an absence is booked, it will not count as a day off, but the hours will still be recorded.
As the primary role (Working Pattern 1) already has schedules that count as 1.00 days, we do not need to make any amendments, as the absence booked against this working pattern will only ever be treated as 1 day, which is correct.